Coronavirus Response Plan

Introduction:

This interim response plan is based on what is currently known about the coronavirus disease

2019 (COVID-19) as of March 25, 2020. Updates to this plan will be highlighted. The Arc of

Atlantic County will update this interim guidance as needed and as additional information

becomes available.

The Center for Disease Control (CDC) is working on both the federal level and with the State

Department of Health and Human Services to identify the appropriate response to COVID-19.

As much is still unknown about how the virus that causes COVID-19 spreads, best practices is

preventing and managing exposure is based on what is known about similar coronaviruses. This

plan is based on the CDC most recent data and suggested guidelines.

Corona Virus Definition:

Coronaviruses are a large family of viruses that are common in humans and many different

species of animals, including camels, cattle, cats, and bats. Rarely, animal coronaviruses can

infect people and then spread between people, such as with MERS-CoV and SARS-CoV. The

virus that causes COVID-19 is spreading from person-to-person in China and Italy, with limited

person-to-person transmission being reported in parts of the United States.

It is important to remember that there is a significant difference between COVID-19 and other

respiratory illnesses like seasonal influenza, that are currently widespread in many communities

throughout the United States.

This interim response plan should be used as an aid to help prevent workplace exposures (both

employees and program participants) to acute respiratory illnesses, including COVID-19, in non-

healthcare settings. This response plan will also provide guidance for additional planning

considerations should a more widespread, community outbreak of COVID-19 become imminent.

To prevent stigma and discrimination in the workplace, use only the guidance described below to

determine risk of COVID-19. The Arc does not make determinations of risk based on race or

country of origin.

All staff with direct knowledge of persons’ who have confirmed COVID-19 are reminded of

their obligation under HIPAA to maintain confidentiality about diagnosis and/or treatment.

As more information becomes available, there will be much more to learn about the

transmissibility, severity, and other features of COVID-19.

Update to date information on COVID-19 are available on CDC’s web page:

https://www.cdc.gov/coronavirus/2019-nCoV/index.html

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Current strategies for The Arc of Atlantic County:

Employees must be Proactive

o Employees and Participants alike, must wash their hands regularly with soap and water

for at least 20 seconds. If soap and water are not available, use an alcohol-based hand

sanitizer that contains at least 60% alcohol.

o Employees and Participants alike, should avoid touching their eyes, nose, and mouth

with unwashed hands.

o Employees and Participants alike are instructed to cover their noses and mouths with a

tissue when coughing. If you are coughing and do not have a tissue available, cough

into the inside of your elbow instead of covering your mouth with your hand.

Performance of Routine Environmental Cleaning:

o Employees should routinely clean frequently touched surfaces in the workplace, and

program locations. This includes but is not limited to countertops, tables, doorknobs,

and workstations using a disinfecting cleaning agent such as disinfectant wipes, etc.

o Bio-Blasting Disinfectant solution will be provided to all Residential programs. Once

daily, common areas of each property should be lightly misted with Bio-Blasting

Disinfectant solution.

o No additional disinfection beyond routine cleaning is recommended at this time.

o For the Delilah and Tilton Office, the cleaning contractor will be asked to train all of

their employees on the best practices when disinfecting agency work spaces and

bathrooms. Once daily, common areas in the Delilah office will be misted with Bio-

Blasting Disinfectant.

Employees and Participants Who are Ill are Encouraged to Stay Home:

o It is recommended that Employees with symptoms of acute respiratory illness not

come to work until they are fever free (100.4° F [37.8° C] or greater using an oral

thermometer), and any other symptoms for at least 24 hours, without the use of fever-

reducing or other symptom-altering medicines (e.g. cough suppressants).

When required to be absent from work for illness, employees are required to follow all

established policy and protocol.

o Participants attending Day Habilitation, Respite, Recreation, Job Club, or Educational

activities with symptoms of acute respiratory illness should not attend the program

until they are fever free (100.4° F [37.8° C] or greater using an oral thermometer), and

any other symptoms for at least 24 hours, without the use of fever-reducing or other

symptom-altering medicines (e.g. cough suppressants).

o Employees and Participants alike who have an acute respiratory illness must not return

to work or program when ill. As necessary, Employees’ and Participants will be asked

to provide a note from a healthcare provider to return to work or program or to

validate their illness. It is understood that healthcare provider offices and medical

facilities may be extremely busy and not able to provide such documentation in a

timely way.

o Temp agencies that could provide The Arc with contract or temporary employees will

be contacted to reinforce the need for employees to stay home if sick.

o The Arc will work to maintain flexible policies that allow employees to provide care

for a family member who is ill.

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Separation of Sick Employee or Participants:

o Per CDC recommendations, any employees’ or participants’ who appear to have acute

respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work or

program or who become sick during the day will be separated from other employees’

and participants’ and be asked to leave work or program to care for the illness.

Additional Information Attachments: o Attached please review additional information:

DSP- CHHA COVID letter FINAL

Medicaid Alert, March 2020: COVID-19 and Ensuring Access to Prescription

Medications

DDD-COVID19-FAQ-2020-03-16

Informational Bulletin 03-1 Scope and Enforcement of Emergency Travel

Hand Washing Poster

Hand Hygiene

Respiratory Hygiene and Cough Etiquette

Flu Information Fact Sheet

Flu Information Poster

COVID-19 10 Things to Manage Health at Home

Corona-19 Virus in the Workplace

COVID-19 CDC Information

Visit the CDC website: https://www.cdc.gov/coronavirus/index.html https://www.cdc.gov/healthywater/hygiene/etiquette/coughing_sneezing.html https://www.cdc.gov/handwashing/index.html

Visit the New Jersey Department of Health website: https://www.nj.gov/health/cd/topics/ncov.shtml

o AtlantiCare has setup a community hotline to help address the many questions

surrounding COVID-19, symptoms and the most appropriate next steps for care if

someone feels they are exhibiting symptoms.

This hotline is staffed by qualified individuals who can provide sound advice to members

of our community.

1-888-ATLANTICARE

Additional Measures in Response to Currently Occurring Sporadic Importations of the

COVID-19:

o Employees who are well but who have a sick family member at home with COVID-19

should notify their supervisor and the Human Resources Department. For more

information refer to CDC guidance for potential exposure risk assessment: https://www.cdc.gov/coronavirus/2019-ncov/php/risk-assessment.html

o Employees exposed to a co-worker with confirmed COVID-19 should refer to CDC

guidance for potential exposure risk assessment: https://www.cdc.gov/coronavirus/2019-ncov/php/risk-assessment.html

o All information related to an employees’ or participants’ health status is considered

confidential and must be protected under HIPPA regulations. No HIPPA information

is to be shared.

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o While we are obligated to protect an individuals’ privacy, every effort will be made to

inform guardians of individuals served, and program staff about the possibility of

exposure.

Planning for a Possible COVID-19 Outbreak in the US

The severity of illness or how many people will fall ill from COVID-19 is unknown at this

time. For the general public, such as workers in non-healthcare settings where it is unlikely

that work tasks create an increased risk of exposures to COVID-19, the immediate health risk

from COVID-19 is considered low.

The CDC and WHO will continue to monitor national and international data on the severity of

illness caused by COVID-19, and will disseminate the results of these ongoing surveillance

assessments, and will make additional recommendations as needed.

If there is evidence of a COVID-19 outbreak in our area, The Arc of Atlantic County will

respond to the outbreak and be prepared to refine business practices and responses as

warranted, needed or mandated.

Planning Considerations

Communication:

The Arc of Atlantic County Nurse will provide information and communication to employees

and program participations regarding the COVID-19 Virus. These communications will be

based on information received from either the CDC, WHO, New Jersey Department of

Health, Atlantic County Health Department, State Department of Human Services, Division

of Developmental Disabilities or the Department of Children and Families.

Communications may include:

a) Ways to reduce transmission among staff and participants,

b) How to protect people who are at higher risk for adverse health complications

c) Minimizing adverse effects on other entities in our vendor/supply chain.

Some of the key considerations that will be made when making decisions on appropriate

responses may include the following:

Disease severity (i.e., number of people who are sick, hospitalization and death rates)

in the community where The Arc is located;

Impact of disease on employees/ program participants that are vulnerable and may be

at higher risk for COVID-19 adverse health complications;

Increased numbers of employee absences due to illness in employees and their family

members, including dismissals of early childhood programs and K-12 schools due to

high levels of absenteeism or illness;

Absenteeism in the workplace. Essential employees will be identified as those who can

maintain the core/ essential functions of the department;

Changes may be necessary to maintain the business operation of the organization.

Consultation/Direction will be provided by the Board of Directors and other pertinent

stakeholders

Essential functions and the reliance on vendors and others and the community will be

assessed. If necessary, alternative suppliers of services/support will be pursued.

It may be necessary to mobilize enhanced resources to ensure program continuity and

oversight:

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Director level staff should plan to cross-train department staff to perform essential

functions so that the workplace is able to operate even if key staff members are absent.

Program Directors and SL Coordinators will provide Management or seasoned staff with

the support and authority necessary to take appropriate actions to ensure participants’

safety and program continuity.

Plan Update

March 25, 2020

Effective March 23, 2020, the Delilah Road and Tilton Road offices are closed to the

general public.

Staff persons’ whose job can be done remotely, are encouraged to do so.

Staff persons’ who need to report to the Delilah Road or Tilton Road office must comply

with social distancing mandates. Group meetings of any kind are prohibited.

Individuals who use the services of The Arc of Atlantic County should not be brought to,

meet at, or congregate at either the Delilah Road or Tilton Road office unless absolutely

necessary.

Effective March 26, 2020 The Arc of Atlantic County will require ALL residential

employees (DSP’s) to complete a health screening* at the start of their shift.

The screening tool can be accessed by going to: https://DSP.thearcatlantic.com

The screening will consist of the following:

The employee will answer the following questions:

Within the last 14 days, have you visited one of the CDC identified high-risk

countries or an area inside our own country that is considered to be a high risk?

Are you awaiting the results of COVID-19 testing for yourself?

Have you or someone you live with been exposed to someone suspected of having

or being tested for COVID-19?

If the employee answers yes to either of these questions, the employee will not be

permitted to work. Prior to returning to work, the employee will be asked to provide a

note from a healthcare provider stating they are cleared to return to work as stated in the

Employees Who are Ill are Encouraged to Stay Home component of this plan.

The employee will be asked if they are experiencing any of the following symptoms:

Shortness of breath or Difficult Breathing

New or change in cough

Sore throat

A fever in the last 24 hours or are currently taking medication to control a fever

As stated in the Separation of Sick Employee component of this plan, employees

experiencing anyone of these symptoms will not be permitted to work. Prior to returning

to work, the employee will be asked to provide a note from a healthcare provider stating

they are cleared to return to work as stated in the Employees Who are Ill are Encouraged

to Stay Home component of this plan.

After successfully completing the screening, the employee must immediately wash their

hands.

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After the initial screening, should the employee become sick or begin to experience any

of the symptoms identified in this health screening, the employee will be separated from

other employees’ and participants’ and asked to leave work to care for the illness as

stated in the Separation of Sick Employee component of this plan.

* As is the case with all employee health information, the documentation of this screening will be safeguarded

following HIPPA guidelines.

Effective immediately, The Arc of Atlantic County will require that all limited situation

guest complete a health screening prior to gaining entry to a residential program. The

screening tool can be accessed by going to: https://Guest.thearcatlantic.com

The limited situation guest will be required to answer the following questions:

Within the last 14 days, have you visited one of the CDC identified high-risk

countries or an area inside our own country that is considered to be a high risk?

Are you awaiting the results of COVID-19 testing for yourself?

Have you or someone you live with been exposed to someone suspected of having

or being tested for COVID-19?

Are you currently experiencing any of the following:

Shortness of breath or Difficult Breathing?

New or change in cough?

Sore throat?

A fever in the last 24 hours or are currently taking medication to control a

fever?

If the guest answers yes to any of these questions, the guest will be denied entry into the

home.

After successfully completing the screening, the guest must immediately wash their

hands.

In initiating this response, The Arc of Atlantic County is following the advice of public

health officials who are mandating social distancing to reduce the spread of the virus and

to maintaining the health and safety of the people we serve and the staff who support

them.

March 20, 2020

Effective March 18, 2020, The Arc of Atlantic County no longer permits visitors to any

residential program, except in very limited situations. We strongly encourage family

members and friends not to visit their loved one who resides in a residential program. To

help bridge communication, our staff will provide support for people to interact with

friends and family by phone, FaceTime, Skype, etc.

Ensuring the health and well-being of the people who use our services and the staff who

support them are our top priority.

In initiating this response, The Arc of Atlantic County is following the advice of public

health officials who are mandating social distancing to reduce the spread of the virus and

to maintaining the health and safety of the people we serve and the staff who support

them.

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Effective March 19, 2020, the Office of Program Integrity & Accountability or OPIA is

temporarily suspending non-emergency field visits. Unannounced visits will be modified

to telephone calls or video conferencing if available.

The Field Safety Unit, the unit responsible for incident verification, will use technology

wherever possible. In the event a DDD staff person needs to physically go out to a

residential program, the staff person will follow all screening protocols the Provider has

set in place.

Lastly, routine licensing visits/inspections are currently suspended.

Effective March 20, 2020, The Arc of Atlantic County has closed the Thrift Shops in

Ventnor and Egg Harbor Township.

March 17, 2020

On March 13, 2020 the Division of Developmental Disabilities (DDD) mandated the

following:

Support Coordinators and Division staff will conduct all meetings by video or phone.

In-person meetings should only occur when necessary for health and safety of the

individual. Routine quarterly and annual visits will be conducted electronically or by

telephone until further notice

Starting Tuesday, March 17, 2020 all Division-funded, facility-based day services are

closed until further notice

In all residential settings, community outings that are not for the health or safety of an

individual will be discontinued until further notice

Based on the directives from DDD, The Arc of Atlantic County has initiated the

following actions:

Support Coordinators will conduct all meetings by video conferencing or telephone.

In-person meeting will only occur if necessary for health and safety of the individual.

Day Habilitation program (ATC) as well as Saturday and Sunday programing are

closed until further notice.

o Day Program staff persons’ have been reassigned to assist the organization in

providing support and service to individuals living in residential services

impacted by the mandated Day Habilitation program closure

In all Residential settings community outings that are not for the health or safety of an

individual have been discontinued

Adult Evening Education and Recreation Programs are cancelled until further notice

Effective March 14, 2020, public use of the Delilah campus or Tilton offices is

prohibited.

On March 16, 2020 CMS and NJ Medicaid provided additional information regarding

early prescription medication refills for persons with intellectual and developmental

disabilities (I/DD) who have Medicaid, and for those who are dually eligible for both

Medicare and Medicaid.

o Attached to this document is a Medicaid Update alert published by the N.J.

Dept. of Human Services, Div. of Medical Assistance & Health Services;

Division of Aging Services; N.J. Department of Health; Div. of HIV/AIDS,

TB & STD Services.

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o For persons with I/DD who also have private health insurance (and who

receive prescription medications through that insurance), contact should be

made with that health insurer regarding their policy on early prescription

refills.

On March 16, 2020 the Division of Developmental Disabilities released Frequently

Asked Questions on DDD Closures Related to COVID-19 for Individuals, Families and

Providers which is attached to this document

On March 16, 2020, Governor Murphy announced that the State is strongly discouraged

travel in New Jersey between the hours of 8PM – 5AM for all non-essential and non-

emergency persons’.

Direct Support Professionals (DSP’s) are considered essential staff as their job

responsibilities provide the assistance necessary to “… prevent an immediate threat to

life” of the persons’ they provide support to.

When traveling to or from work between the hours of 8PM – 5AM, DSP staff should

keep on their persons the Arc of Atlantic County work identification badge.

If necessary, the staff person should be prepared to explain their role as a DSP and

communicate that their job duties ‘prevent an immediate threat to life’ the persons’

who they provide support to.

Attached to this document is Informational Bulletin 03-1 Scope and Enforcement of

Emergency Travel which identifies why a DSP qualifies as an “Essential Travel and

Exceptions”

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Important Considerations for Creating an Infectious Disease Outbreak Response Plan

To ensure the continuation of services, The Arc of Atlantic County will work diligently to

implement strategies to protect the workforce and individuals who use the services of The Arc

from COVID-19 while ensuring continuity of operations.

Should a COVID-19 outbreak occur, affected employees and participants should stay home

and away from the workplace or program. To prevent additional exposure, employees and

participants must practice respiratory etiquette, appropriate hand hygiene, and routine

disinfecting of commonly touched surfaces. This includes daily Bio-Blast disinfectant misting

of common areas in a program and office settings.

The Arc of Atlantic County will:

Ensure the response plan is current with information, flexible and focused on best practices

Share our plan with employees’ and participants’ alike.

Share best practices with other businesses in our communities, business partners, and

associations that improve community response efforts.

Infectious Disease Outbreak Response Plan:

Program participants’ and employees’ who have increased risk are those who have

underlying respiratory issues and/or compromised health. In the event of an outbreak,

these individuals will be separated from others.

Employees will be asked to self-quarantine; Program participants will be isolated in their

bedrooms unless other guidance from health practitioners is provided.

If necessary, “Shelter in Place” policies will be activated to separate individuals who are

symptomatic, from those who are not.

Employees who work in a home with symptomatic individuals will be encouraged to

follow the advice of public health experts. This may require that employees be quarantined

or transported to a health care facility.

Human Resource policies will be reviewed to ensure policies and practices are consistent

with public health recommendations and are consistent with existing state and federal

workplace laws. Non-Exempt will be paid for hours worked and/or PTO can be used, if

there is a need to be absent from work.

If State and/or local health authorities recommend the use of social distancing strategies,

policies and practices, such as flexible worksites (e.g., telecommuting), conference calling,

and flexible work hours (e.g., staggered shifts), to increase the physical distance among

employees and between employees and others will be observed by employees whose job

responsibilities can be completed following these strategies

For employees who are ill and able to telework, supervisors will be encouraged to have

employees telework instead of coming into the workplace until symptoms are completely

resolved. The Information Technology Department will ensure that the information

technology and infrastructure needed to support multiple employees telework needs.

Identified essential business functions include:

o Finance, managing cash and reserves in the event that there is a financial need

o Billing – to ensure ongoing financial resources

o Purchasing – to ensure adequate supplies and food for programs

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o Maintenance – only priority projects will be completed (those projects that must

be completed to ensure the health, safety, and welfare of individuals served and

our employees)

o Programs – if needed, the Day Habilitation program will close and staff will be

reassigned to support Residential settings

o Technology – the Information Technology Director will provide continuous

monitoring to ensure the infrastructure is function and intact

o Human Resources – will monitor the health of employees and provide guidance

on sick/ leave policies

Our Disaster plan will be set into motion as per that plan. ‘Sheltering in Place’ and

alternate location schedule policies will be activated as needed. Executive Staff will trigger

this response. Executive Staff will direct and maintain contact without local health officials

to identify these triggers.

As directed by the Chief Executive Officer, the Chief Operations Officer or Chief Financial

Officer will communicate information to business partners on our infectious disease

outbreak response plans and latest COVID-19 information. We will anticipate employee

fear, anxiety, rumors, and misinformation, and plan communications accordingly. The

Employee Assistance Program will be readily available to our employees.

Local conditions will influence the decisions that public health officials make regarding

community-level strategies. The Arc of Atlantic County will take the time to learn about

plans in place in each community where we have interests.

If there is evidence of a COVID-19 outbreak in the US and or in NJ, The Arc will cancel

all business travel

Screening and Protection:

As per agency policy, employees must be physically able to perform their job functions and

must be free of communicable diseases.

If there is evidence of a COVID-19 outbreak in Atlantic County or adjacent Counties, at

the recommendation of public health professionals, The Arc may screen employees prior

to entering the work site and at the end of their work shift.

Screenings could include:

Taking one’s temperature

Screening for coughing and/or shortness of breath

Each screening would be recorded and maintained in the Human Resources Department.

Any Employee with any of the three (3) symptoms screened will be asked to go home

immediately and contact their health provider.

Any individual served that displays any of the (3) symptoms, will be quarantined in their

bedroom while further instruction is obtained from their health care providers and/or the

Atlantic County Department of Health, the Atlantic County Office of Emergency

Management, or other public health professionals.

For employees working with quarantined individuals, The Arc will provide personal

protective equipment (PPE) along with instructions on how to use/ wear the PPE.

If the there is evidence of an outbreak in the immediate area (Atlantic and the adjacent

Counties), group events, gatherings, and meetings will be reassessed and possibly

cancelled.

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Plan Revisions:

This plan and related policies will be updated as new information is gathered. Updates to this

plan will be highlighted to ensure changes are easily identified.

Plan date: March 12, 2020______________

Revision date: March 17, 2020

Revision date: March 20, 2020

Revision date: March 25, 2020

State of New Jersey

Department of Human Services

PHILIP D. MURPHY

Governor

SHEILA Y. OLIVER

Lt. Governor

P.O. BOX 700

TRENTON, NJ 08625-0700

CAROLE JOHNSON

Commissioner

SARAH ADELMAN

Deputy Commissioner

FRONT LINE WORKER DURING COVID-19 STATE OF EMERGENCY

The bearer of this document is an employee of an agency contracted with

the New Jersey Department of Human Services to provide critical personal

care and medical services to individuals with disabilities and other complex

needs.

It is essential that this employee be able to work and travel to and from

their work location(s) during the COVID-19 State of Emergency.

Direct support professionals, home health aides, and similar staff are

essential front line workers in our health care system.

The employer of this person has been directed to provide this employee with

the name and phone number of a manager who can verify their employment

and shift schedule at any time of the day or night.

Thank you for your assistance in ensuring their safe and timely passage.

1

Medicaid Alert

Published by the

N.J. Dept. of Human Services,

Div. of Medical Assistance & Health Services

Division of Aging Services

N.J. Department of Health

Div. of HIV/AIDS, TB & STD Services

MA-2020-01 March 2020

TO: Physicians, Advanced Practice Nurses, Providers of

Pharmaceutical Services – For Action

Managed Care Organizations – For Information

SUBJECT: COVID-19 and Ensuring Access to Prescription Medications

EFFECTIVE: Immediately

BACKGROUND: The CDC considers COVID-19, otherwise known as the coronavirus, to be a serious public health concern based on current information. Although the health risk is low at this time, the World Health Organization, the CDC and the New Jersey Department of Health are closely monitoring the progress of the disease and issuing warnings as necessary to ensure the health and safety of the general public.

ACTION: The Division of Medical Assistance and Health Services (DMAHS), the Division of Aging Services (DoAS) and the Division of HIV/AIDS, TB & STD Services, AIDS Drug Distribution Program (ADDP) shall ensure access to prescribed medications by making accommodations in the State’s Point-of-Sale (POS) claims processing system. The following will be allowed if the pharmacist deems it appropriate when exercising their professional judgement:

DMAHS/DoAS/ADDP will allow the dispensing of a ninety (90) days’ supply of maintenance medications. This guidance does not apply to controlled dangerous substances. Please continue to comply with current New Jersey Board of Pharmacy regulations regarding the dispensing of controlled substances unless otherwise advised by the Board.

Early prescription refills shall be permitted.

The DMAHS/DoAS/ADDP shall retrospectively review claims paid during the State of Emergency and recover any inappropriately paid claims. If you have any questions concerning this Medicaid Alert, please contact DXC Technology Provider Services at 1-800-776-6334.

RETAIN THIS MEDICAID ALERT FOR FUTURE REFERENCE

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 1 of 8

New Jersey Department of Human Services Division of Developmental Disabilities March 16, 2020

Early information on coronavirus disease 2019 (COVID-19) suggests that older adults and people with health conditions have a heightened risk of getting very sick. An important step in preventing the spread of COVID-19 is to eliminate large groups of people coming together and to minimize the number of people congregating in close settings. As a result, on Friday, March 13, 2020, the New Jersey Division of Developmental Disabilities (Division) made the difficult decision to close all Division-funded, facility-based day program settings. Operators of these programs were directed to close the sites no later than Tuesday, March 17, 2020. Additionally, the Division directed that community outings facilitated by any Division provider should be discontinued immediately, apart from trips necessary for the health and safety of an individual. You can read this directive at the following link: https://nj.gov/humanservices/ddd/documents/division-update-COVID19-03132020.pdf Division Updates Also, if you were unable to view the March 9th webinar, “COVID-19 Update for Families and Providers,” you can access it at the following link, along with the companion guidance documents: https://nj.gov/humanservices/ddd/news/news/index.html#2 As always, the Division will periodically update its website, send out information in emails, and schedule webinars as needed. If you are not already subscribed to DDD News, email DDD.Communications@dhs.nj.gov and include "Division Update Subscribe" in the subject line. NJ Department of Health COVID-19 Hotline People who want additional guidance on how to manage the risks posed by COVID-19 can also contact the Department of Health at 1-800-222-1222 or via email at NCOV@doh.nj.gov. If you are calling from out-of-state, please call 1-800-962-1253. Trained healthcare professionals are standing by to answer questions about COVID-19. Calling the hotline is the best way to get answers to your questions about COVID-19. By email, please allow up to 48 hours for a response.

Please be aware that the hotline is for general questions and is not able to assist with locating testing, getting test results, or providing medical advice.

Additional resources for up-to-date information

NJ Department of Health COVID-19: www.nj.gov/health/cd/topics/ncov.shtml 24-Hour Hotline: 1-800-222-1222

Contact Information for all local health departments in NJ: http://localhealth.nj.gov

U.S. Centers for Disease Control & Prevention: www.cdc.gov/COVID19

Subscribe to the CDC’s COVID-19 newsletter: https://tools.cdc.gov/campaignproxyservice/subscriptions.aspx

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 2 of 8

Questions & Answers for Providers How do I know if my facility-based day program setting is required to close? For the purposes of this public health emergency, a Division-funded facility-based day service is defined as any non-residential congregate setting. Providers may not transport or gather individuals from multiple residences to a single location for shared service delivery. The services delivered in the setting do not matter because the focus is to eliminate groups of individuals from congregating together. How do I know if the community outings I facilitate are no longer able to take place? As with the day program setting requirements, providers may not transport or gather individuals from multiple residences to a single location for community outings, regardless of the services delivered at that location. Residential providers, however, may continue to plan home and community activities for individuals who live together, much as other households are doing during this time. Activities should be tailored to the interests of individuals and be based on their health and safety needs. These activities must also be consistent with the advice of public health authorities to avoid large gatherings or areas where groups of people congregate. Please keep in mind that public health authorities may be restricting certain activities. Can I continue to provide one-on-one services to individuals in their homes or communities (e.g. supported employment, therapies)? Individuals who use in-home supports or a self-directed employee (SDE) can continue to do so unless the planning team (i.e., individual, family, guardian, and provider) determines that the services should not continue. How long will facility-based day programs be closed? Our first priority is the safety of our communities and the people we serve. Programs will be closed until directed by the Division after federal and state authorities advise that it is safe for individuals to congregate in large groups. The steps we are taking together are intended to keep individuals healthy and safe, slow the spread of COVID-19, and minimize the time that our communities need to employ social distancing. As a residential provider, what services do I provide while day programs are closed? Residential providers will need to ensure appropriate staffing and supervision during this time. You should continue to bill the authorized daily individual supports rate. If you also operate a closed day program, you may redeploy the day program staff to your residential programs – however, these staff must complete training on the following items for each home they will be working in, before their first shift:

Emergency Evacuation Plan;

Special needs of the individuals residing in the home (e.g., diet, positioning, devices, transfers, seizure protocol, health needs);

On call system including information related to who is in charge and who is called if there is a problem;

Fire alarm systems; and

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 3 of 8

The Provider must also give the staff member a copy of the agency’s Policy and Procedure Manual.

Is there a way to expedite the hiring additional staff to work in a residential setting? Yes. Please see the relevant question in the Information on Division and Licensing Operations section of this document. Will closed day providers be paid while they are unable to operate? The financial sustainability of our program providers and the wellbeing of our workforce, especially our direct support professionals, is incredibly important to the Division. With this guidance, we are confirming that the Division will provide two weeks of funding to holders of current day habilitation certifications while we are awaiting information on additional federal funding and flexibility for payments beyond this period. Guidance on the amount and payment for these weeks will be provided as soon as possible. Will residential providers be paid for additional staffing costs incurred because day programs are closed? The financial sustainability of our program providers and the wellbeing of our workforce, especially our direct support professionals, is incredibly important to the Division. With this guidance, we are confirming that the Division will provide two weeks of funding to residential providers billing the individual supports daily rate while we are awaiting information on additional federal funding and flexibility for payments beyond this period. Providers should be able to demonstrate that they have arranged for additional staffing during the hours when day programs are closed and are meeting all licensing and program requirements. Guidance on the amount and payment for these hours will be provided as soon as possible.

As a residential provider, will I continue to be paid if an individual leaves the setting for treatment or because a family member would prefer they live at home? The Division will continue to pay rental subsidies for individuals that intend to return to their residential settings. If the individual intends to return to their residential setting, the resident remains responsible for their contribution to the rent. Reimbursement is not available for vacancies, for example if a client is discharged or chooses to move to a different community location.

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Questions & Answers for Individuals and Their Families If I live in a group home or supervised apartment, what are my options when my day program closes? Your residential provider will arrange for in-home activities appropriate to your needs and interests. As with the day program setting requirements, providers may not transport or gather individuals from multiple residences to a single location for community outings, regardless of the services delivered at that location. Residential providers, however, may continue to plan home and community activities for individuals who live together, much as other households are doing during this time. These activities must be consistent with the advice of public health authorities to avoid large gatherings or areas where groups of people congregate. Please keep in mind that public health authorities may be restricting certain activities. If I live in a private or family home, what are my options when my day program closes? If you already have authorized hours for in-home providers and self-directed employee (SDE) services that meet your needs, you do not need to take any action. Your providers and SDEs will continue to be reimbursed as usual. You may also contact your Support Coordinator to arrange for in-home services or hiring an SDE. Due to the circumstances, your Support Coordinator may not be able to approve an updated service plan before the service is provided. In order to ensure payment to the service providers, you will need to document the hours worked and services provided. Please work with your Support Coordinator to update your service plan as soon as possible, and no later than May 1, 2020. With my day program closed, will in-home providers and self-directed employees (SDEs) be permitted to provide more hours than authorized in my service plan? Yes, during this period, in-home providers and SDEs may work more than the hours approved in your service plan, as long the hours do not exceed your overall budget. Due to the circumstances, your Support Coordinator may not be able to approve an updated service plan before the service is provided. Therefore, please work with your Support Coordinator to update your service plan as soon as possible, and no later than May 1, 2020. In order to ensure payment to the SDE, you will need to document the hours worked and services provided. Guidance on timesheet submission and payment for these hours will be provided as soon as possible. Your in-home provider should track the additional hours worked and document the services provided. They will be able to submit these claims for reimbursement after your Support Coordinator updates the service plan. With my day program closed, will self-directed employees be permitted to work over 40 hours per week in order to provide authorized or additional hours?

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 5 of 8

Yes, during this period, self-directed employees may temporarily work over 40 hours a week if needed to cover the hours authorized in your service plan. For example, if you are authorized for 50 hours, a single employee may work for all of them, if needed. In order to ensure payment to the SDE, you will need to document the hours worked and services provided. Guidance on timesheet submission and payment for these hours will be provided as soon as possible. If an SDE is going to provide more hours than authorized in your service plan, please refer to the question above for actions required by the Support Coordinator. For example, if you are authorized for 40 hours and a single employee works 50 hours in order to meet your needs, the additional hours are permitted and the employee is permitted to work overtime, as long the hours do not exceed your overall budget. Can I hire a parent, spouse, or guardian as a self-directed employee? Yes, the Division is temporarily lifting the restriction on a parent, spouse or guardian becoming an SDE. However, the regular hiring process must be followed. Contact your Support Coordinator for information on how to enroll with the fiscal intermediary. Individuals and families are encouraged to develop a backup plan in case an SDE or a provider is unable to provide care. Talk to family and friends about how they might help. Is there a way to expedite the hiring of additional SDEs? Yes. Please see the relevant question and answer in the Information on Division and Licensing Operations section of this document. Information for Families of Individuals Living in Residential Settings Can I visit my loved one who resides in a residential setting? Yes, however, some providers are establishing screening protocols to ensure the health and safety of all individuals living and working in the home. You should contact the residence manager ahead of your visit to see what those protocols may be and what you need to do before visiting. Can I take my loved one home from their residential setting for a visit or until this situation passes? Yes, however, the residential provider may restrict an individual from returning if they pose a risk to other household members due to COVID-19 exposure or symptoms. Therefore, it is important that you are ready and able to care for your loved one for an extended period of time at your home, including a backup plan if they become sick. A discussion and planning session with the individual’s residential provider is strongly encouraged. Also, please review the COVID-19 guidance documents provided by the Division: https://nj.gov/humanservices/ddd/news/news/index.html#2 Can my residential provider refuse to take my loved one back into the group home? A provider cannot refuse services unless the Division’s discharge process is followed. However, providers may establish screening protocols to ensure the health and safety of all individuals living and working in the home. This may include things like medical clearance or a screening by provider staff.

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 6 of 8

Information on Division and Licensing Operations Are Division and Licensing offices still open? Division and Licensing offices are operating as usual. Although working conditions may change in the future based on direction from the federal or state officials, all critical functions will continue to be performed. The Division On-Call and other phone lines will still be answered as usual. The Division On-Call number is 1-800-832-9173. Will enforcement of licensing and other program guidelines change, such as those related to Komninos’ Law and Tara’s Law? All licensing and program guidelines remain in effect. Investigations of abuse, neglect and exploitation will continue unchanged. Failure to meet guidance for hygiene, cleaning/ disinfection, sanitation, and other aspects of client safety will result in both immediate and prospective negative licensing action. The Department and the Division are required to enforce the statutory protections created by these laws, as follows:

Department staff will continue to perform the incident verification and site visits required by Komninos’ Law.

Provider staff must continue to call 911 in situations where a prudent person could reasonably believe that a life-threatening emergency exists.

Monthly case management contact for community care residences will continue. Will Support Coordinators continue to meet with individuals in person? Effective March 13, 2020, the Division directed Support Coordinators and Division staff to begin conducting meetings by video or phone and to meet in-person only if necessary for health and safety of the individual. Routine quarterly and annual visits will be conducted electronically or by telephone until further notice. If there are service or billing changes, how will this be updated in iRecord? Support Coordinators will eventually need to document all plan changes but services should be modified by providers now to ensure the health and safety of the individuals we serve. Please document all services provided and hours worked. Individuals will work with their Support Coordinators to update service plans as soon as possible, and no later than May 1, 2020. Is there a way to expedite the hiring of staff, including SDEs, to provide additional services or hours? Providers are encouraged to develop innovative staffing models to meet critical short-term and backup needs. This may include things like extending offers to family members of individuals who are willing and able to work with their loved ones. The Department of Human Services (DHS) will provide expedited approval of emergency hiring requests. This includes SDEs. The provider or fiscal intermediary will follow the below process:

Check the Central Registry of Offenders (https://cro.dhs.state.nj.us) before offering emergency applicants a position. If the applicant is not listed on the Central Registry, you may offer them a position and begin onboarding. The employee can begin training but may not have client contact until the background check has been

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 7 of 8

completed. DHS will determine if the person was previously cleared for hire and advise the agency promptly.

Email requests to hire to DHS.ECCU@dhs.nj.gov with the subject line “REQUEST TO HIRE” – in the body of your email, including the following applicant or employee information:

o Full first and last name; o Date of birth; o Last four digits of the person’s social security number.

DHS will determine if the person has already cleared the federal and state background check. If so, the employee may work without restriction. If not, the employee may work alongside another employee with at least one-year of direct care experience until the background information can be completed. Once the updated or initial background check is complete and clear, the employee may work without restriction. The following timelines have been modified to accommodate expedited provider hiring:

Pre-employment drug testing must be completed within the first 120 days of employment.

Child Abuse Registry Information but must be completed within the first 120 days of employment.

Training requirements for newly hired staff or day program staff working at a residential site.

o The following training must be completed prior to first shift: Emergency Evacuation Plan; Special needs of the individuals residing in the home (e.g, diet,

positioning, devices, transfers, seizure protocol, health needs); On call system including information related to who is in charge and

who is called if there is a problem; Fire alarm systems; and The Provider must also give the staff member a copy of the agency’s

Policy and Procedure Manual.

NJ Division of Developmental Disabilities | COVID-19 FAQ 03/16/2020 Page 8 of 8

Questions about COVID-19 Is there a way to purchase or obtain hand sanitizer, personal protective equipment (PPE), or similar supplies? At this time, these items are only available through the normal retail channels. The Division will advise if federal, state or local partners are able to make them available in the future. Please be aware that use of PPE without proper training can increase the risk of infection and transmission. What if someone develops COVID-19 signs or symptoms? Contact a health care professional if you, an employee, or an individual in your care develops COVID signs or symptoms, including fever, cough and shortness of breath. Your healthcare provider will determine if they need to be seen and if they meet the criteria for certain tests, such as those for the flu, COVID-19 or other infections. More information about COVID 19 signs and symptoms is available at: www.cdc.gov/coronavirus/2019-ncov/downloads/COVID19-symptoms.pdf Please refer to your local public health authority for COVID-19 reporting requirements and recommendations for what to do if someone in a home or program is diagnosed: http://localhealth.nj.gov How can an individual get tested for COVID-19? Contact your healthcare professional to discuss your symptoms. They will determine if testing is needed. Testing is not indicated for all circumstances. COVID-19 presents with signs and symptoms that may be indistinguishable from much more common respiratory viruses. At this time, respiratory illnesses are still more likely to be due to common viruses (e.g., influenza, common cold) than COVID-19. If a community has cases of COVID-19, local health officials will help identify those individuals and will follow up on next steps. How do I care for someone with COVID-19? A medical professional will provide advice on the care of someone with COVID-19. If possible, identify a room or area of the household that can be used to separate someone who is sick. A health care provider may make this recommendation based on the person’s diagnosis. Make sure you have a backup plan in place in case an individual’s primary caregivers or support staff are unable to provide care. Talk to family, relatives, and friends about how they can help. Will the Division be able to care for a sick individual is a family or provider cannot? The Division is not able to offer medical care to sick individuals. However, if an individual is too sick to be cared for at home or is required to quarantine and cannot do so in their current living arrangement please contact the Division to see if we can be of assistance.

When and How to Wash Your Hands

Handwashing is one of the best ways to protect yourself and your family

from getting sick. Learn when and how you should wash your hands to stay

healthy.

Wash Your Hands Often to Stay Healthy

You can help yourself and your loved ones stay healthy by washing your hands

often, especially during these key times when you are likely to get and spread

germs:

Before, during, and after preparing food

Before eating food

Before and after caring for someone at home who is sick with vomiting or

diarrhea

Before and after treating a cut or wound

After using the toilet

After changing diapers or cleaning up a child who has used the toilet

After blowing your nose, coughing, or sneezing

After touching an animal, animal feed, or animal waste

After handling pet food or pet treats

After touching garbage

Washing your hands is easy, and it’s one of the most effective ways to prevent

the spread of germs. Clean hands can stop germs from spreading from one

person to another and throughout an entire community—from your home and

workplace to childcare facilities and hospitals.

Follow these five steps every time

1. Wet your hands with clean, running water (warm or cold), turn off the tap, and

apply soap.

2. Lather your hands by rubbing them together with the soap. Lather the backs

of your hands, between your fingers, and under your nails.

3. Scrub your hands for at least 20 seconds. Need a timer? Hum the “Happy

Birthday” song from beginning to end twice.

4. Rinse your hands well under clean, running water.

5. Dry your hands using a clean towel or air dry them.

You can use an alcohol-based hand sanitizer that contains at least 60% alcohol if

soap and water are not available.

Washing hands with soap and water is the best way to get rid of germs in most

situations. If soap and water are not readily available, you can use an alcohol-

based hand sanitizer that contains at least 60% alcohol. You can tell if the

sanitizer contains at least 60% alcohol by looking at the product label.

Sanitizers can quickly reduce the number of germs on hands in many

situations. However,

Sanitizers do not get rid of all types of germs.

Hand sanitizers may not be as effective when hands are visibly dirty or greasy.

Hand sanitizers might not remove harmful chemicals from hands like pesticides

and heavy metals.

How to use hand sanitizer

Apply the gel product to the palm of one hand (read the label to learn the

correct amount).

Rub your hands together.

Rub the gel over all the surfaces of your hands and fingers until your hands are

dry. This should take around 20 seconds

***All info pulled directly from CDC website***

Respiratory Hygiene/Cough Etiquette

What is respiratory hygiene/cough etiquette?

These are infection prevention measures designed to limit the transmission of

respiratory pathogens spread by droplet or airborne routes. They were added to

Standard Precautions in 2007 and emphasize two key elements:

1. Implement measures to prevent the spread of respiratory infections from

anyone in a health care setting with signs or symptoms.

Post signs at entrances asking patients with symptoms of respiratory

infection to:

o Cover your mouth and nose when coughing or sneezing.

o Use tissues and throw them away.

o Wash your hands or use a hand sanitizer every time you touch your

mouth or nose.

Provide tissues and no-touch receptacles for their disposal.

Provide resources for performing hand hygiene in or near waiting areas.

Offer masks to symptomatic patients when they enter the dental setting.

Provide space and encourage symptomatic patients to sit as far away from

others as possible. Facilities may wish to place these patients in a separate

area, if available, while waiting for care.

2. Educate DHCP on the importance of prevention measures when examining

and caring for patients with signs and symptoms of a respiratory infection.

**All information provided by CDC website**

Flu (Influenza) Fact Sheet What is Influenza (Flu)?

Flu is a contagious respiratory illness caused by influenza viruses that infect the nose, throat, and sometimes the lungs. It can cause mild to severe illness, and at times can lead to death. The best way to prevent flu is by getting a flu vaccine each year.

Flu Symptoms

Influenza (flu) can cause mild to severe illness, and at times can lead to death. Flu is different from a cold. Flu usually comes on suddenly. People who have flu often feel some or all of these symptoms:

• fever* or feeling feverish/chills

• cough

• sore throat

• runny or stuffy nose

• muscle or body aches

• headaches

• fatigue (tiredness)

• some people may have vomiting and diarrhea, though this is more common in children than adults.

*It’s important to note that not everyone with flu will have a fever.

How Flu Spreads

Most experts believe that flu viruses spread mainly by tiny droplets made when people with flu cough, sneeze or talk. These droplets can land in the mouths or noses of people who are nearby. Less often, a person might get flu by touching a surface or object that has flu virus on it and then touching their own mouth, nose or possibly their eyes.

Period of Contagiousness

You may be able to spread flu to someone else before you know you are sick, as well as while you are sick.

• People with flu are most contagious in the first 3-4 days after their illness begins.

• Some otherwise healthy adults may be able to infect others beginning 1 day before symptoms develop and up to 5 to 7 days after becoming sick.

• Some people, especially young children and people with weakened immune systems, might be able to infect others for an even longer time.

Onset of Symptoms

The time from when a person is exposed and infected with flu to when symptoms begin is about 2 days, but can range from about 1 to 4 days

Complications of Flu

Complications of flu can include bacterial pneumonia, ear infections, sinus infections and worsening of chronic medical conditions, such as congestive heart failure, asthma, or diabetes.

People at High Risk from Flu

Anyone can get flu (even healthy people), and serious problems related to flu can happen at any age, but some people are at high risk of developing serious flu-related complications if they get sick. This includes people 65 years and older, people of any age with certain chronic medical conditions (such as asthma, diabetes, or heart disease), pregnant women, and children younger than 5 years.

Preventing Seasonal Flu

The first and most important step in preventing flu is to get a flu vaccine each year. Flu vaccine has been shown to reduce flu related illnesses and the risk of serious flu complications that can result in hospitalization or even death. CDC also recommends everyday preventive actions (like staying away from people who are sick, covering coughs and sneezes and frequent handwashing) to help slow the spread of germs that cause respiratory (nose, throat, and lungs) illnesses, like flu.

Diagnosing Flu

It is very difficult to distinguish flu from other viral or bacterial respiratory illnesses based on symptoms alone. There are tests available to diagnose flu.

Treating Flu

There are influenza antiviral drugs that can be used to treat flu illness.

**Information provided by CDC.gov

Flu is different from a common cold. Flu usually comes on suddenly, and in general symptoms are more intense.

If you think you may have flu tell your supervisor and stay home from work.

For more information visit www.cdc.gov/flu

All employees should stay home if they are sick. CDC recommends that you stay home for at least 24 hours after your fever (100 degrees Fahrenheit or 37.8 degrees Celsius) is gone. Your fever should be gone without the need to use a fever-reducing medicine.

302908-A

Sore throat

Headaches

Fever* or feeling feverish/chills*It is important to note that not everyone with flu will

have a fever.

CoughRunny or stuffy nose

Muscle or body aches

Fatigue (tiredness)

Stop the spread of flu in the workplace. Stay home when you are sick.

Feeling sick?

Common Flu Signs & Symptoms Include:

6. Cover your cough and sneezes.

19CORONAVIRUSDISEASE

C V DI

CS 315822-A 03/07/2020

For more information: www.cdc.gov/COVID19

10 things you can do to manage your health at home

If you have possible or confirmed COVID-19:

1. Stay home from work, school, and away from other public places. If you must go out, avoid using any kind of public transportation, ridesharing, or taxis.

2. Monitor your symptoms carefully. If your symptoms get worse, call your healthcare provider immediately.

3. Get rest and stay hydrated.

4. If you have a medical appointment, call the healthcare provider ahead of time and tell them that you have or may have COVID-19.

5. For medical emergencies, call 911 and notify the dispatch personnel that you have or may have COVID-19.

7. Wash your hands often with soap and water for at least 20 seconds or clean your hands with an alcohol-based hand sanitizer that contains at least 60% alcohol.

8. As much as possible, stay in a specific room and away from other people in your home. Also, you should use a separate bathroom, if available. If you need to be around other people in or outside of the home, wear a facemask.

Please go to www.cdc.gov/covid19-symptoms for information on COVID-19 symptoms.

9. Avoid sharing personal items with other people in your household, like dishes, towels, and bedding.

10. Clean all surfaces that are touched often, like counters, tabletops, and doorknobs. Use household cleaning sprays or wipes according to the label instructions.

1

3 March 2020

Getting your workplace ready for COVID-19 In January 2020 the World Health Organization (WHO) declared the outbreak of a new coronavirus disease

in Hubei Province, China to be a Public Health Emergency of International Concern. WHO stated there is

a high risk of the 2019 coronavirus disease (COVID-19) spreading to other countries around the world.

WHO and public health authorities around the world are taking action to contain the COVID-19 outbreak.

However, long term success cannot be taken for granted. All sections of our society – including businesses

and employers – must play a role if we are to stop the spread of this disease.

How COVID-19 spreads

When someone who has COVID-19 coughs or exhales they release droplets of infected fluid. Most of these

droplets fall on nearby surfaces and objects - such as desks, tables or telephones. People could catch

COVID-19 by touching contaminated surfaces or objects – and then touching their eyes, nose or mouth. If

they are standing within one meter of a person with COVID-19 they can catch it by breathing in droplets

coughed out or exhaled by them. In other words, COVID-19 spreads in a similar way to flu. Most persons

infected with COVID-19 experience mild symptoms and recover. However, some go on to experience more

serious illness and may require hospital care. Risk of serious illness rises with age: people over 40 seem to

be more vulnerable than those under 40. People with weakened immune systems and people with

conditions such as diabetes, heart and lung disease are also more vulnerable to serious illness.

This document gives advice on:

1. Simple ways to prevent the spread of COVID-19 in your workplace

2. How to manage COVID-19 risks when organizing meetings & events

3. Things to consider when you and your employees travel

4. Getting your workplace ready in case COVID-19 arrives in your community

1. Simple ways to prevent the spread of COVID-19 in your workplace

The low-cost measures below will help prevent the spread of infections in your workplace, such as colds,

flu and stomach bugs, and protect your customers, contractors and employees.

Employers should start doing these things now, even if COVID-19 has not arrived in the communities

where they operate. They can already reduce working days lost due to illness and stop or slow the spread

of COVID-19 if it arrives at one of your workplaces.

• Make sure your workplaces are clean and hygienic

2

o Surfaces (e.g. desks and tables) and objects (e.g. telephones, keyboards) need to be wiped

with disinfectant regularly

o Why? Because contamination on surfaces touched by employees and customers is one of

the main ways that COVID-19 spreads

• Promote regular and thorough hand-washing by employees, contractors and customers

o Put sanitizing hand rub dispensers in prominent places around the workplace. Make sure

these dispensers are regularly refilled

o Display posters promoting hand-washing – ask your local public health authority for these

or look on www.WHO.int.

o Combine this with other communication measures such as offering guidance from

occupational health and safety officers, briefings at meetings and information on the

intranet to promote hand-washing

o Make sure that staff, contractors and customers have access to places where they can

wash their hands with soap and water

o Why? Because washing kills the virus on your hands and prevents the spread of COVID-

19

• Promote good respiratory hygiene in the workplace

o Display posters promoting respiratory hygiene. Combine this with other communication

measures such as offering guidance from occupational health and safety officers, briefing

at meetings and information on the intranet etc.

o Ensure that face masks1 and / or paper tissues are available at your workplaces, for those

who develop a runny nose or cough at work, along with closed bins for hygienically

disposing of them

o Why? Because good respiratory hygiene prevents the spread of COVID-19

• Advise employees and contractors to consult national travel advice before going on business trips.

• Brief your employees, contractors and customers that if COVID-19 starts spreading in your community anyone with even a mild cough or low-grade fever (37.3 C or more) needs to stay at

home. They should also stay home (or work from home) if they have had to take simple

1 Ordinary surgical face masks rather than N95 face masks

3

medications, such as paracetamol/acetaminophen, ibuprofen or aspirin, which may mask

symptoms of infection

o Keep communicating and promoting the message that people need to stay at home even

if they have just mild symptoms of COVID-19.

o Display posters with this message in your workplaces. Combine this with other

communication channels commonly used in your organization or business.

o Your occupational health services, local public health authority or other partners may

have developed campaign materials to promote this message

o Make clear to employees that they will be able to count this time off as sick leave.

2. How to manage COVID-19 risk when organizing meetings & events

Why do employers and organizers need to think about COVID-19?

Organizers of meetings and events need to think about the potential risk from COVID-19 because:

• There is a risk that people attending your meeting or event might be unwittingly bringing the

COVID-19 virus to the meeting. Others might be unknowingly exposed to COVID-19.

• While COVID-19 is a mild disease for most people, it can make some very ill. Around 1 in every 5

people who catch COVID-19 needs hospital treatment.

Key considerations to prevent or reduce COVID-19 risks

BEFORE the meeting or event

• Check the advice from the authorities in the community where you plan to hold the meeting or

event. Follow their advice.

• Develop and agree a preparedness plan to prevent infection at your meeting or event.

o Consider whether a face-to-face meeting or event is needed. Could it be replaced by a

teleconference or online event?

o Could the meeting or event be scaled down so that fewer people attend?

o Ensure and verify information and communication channels in advance with key partners

such as public health and health care authorities.

4

o Pre-order sufficient supplies and materials, including tissues and hand sanitizer for all

participants. Have surgical masks available to offer anyone who develops respiratory

symptoms.

o Actively monitor where COVID-19 is circulating. Advise participants in advance that if they

have any symptoms or feel unwell, they should not attend.

o Make sure all organizers, participants, caterers and visitors at the event provide contact

details: mobile telephone number, email and address where they are staying. State clearly

that their details will be shared with local public health authorities if any participant

becomes ill with a suspected infectious disease. If they will not agree to this they cannot

attend the event or meeting.

• Develop and agree a response plan in case someone at the meeting becomes ill with symptoms of COVID-19 (dry cough, fever, malaise). This plan should include at least:

o Identify a room or area where someone who is feeling unwell or has symptoms can be

safely isolated

o Have a plan for how they can be safely transferred from there to a health facility.

o Know what to do if a meeting participant, staff member or service provider tests positive

for COVID-19 during or just after the meeting

o Agree the plan in advance with your partner healthcare provider or health department.

DURING the meeting or event

• Provide information or a briefing, preferably both orally and in writing, on COVID-19 and the

measures that organizers are taking to make this event safe for participants.

o Build trust. For example, as an icebreaker, practice ways to say hello without touching.

o Encourage regular hand-washing or use of an alcohol rub by all participants at the meeting

or event

o Encourage participants to cover their face with the bend of their elbow or a tissue if they

cough or sneeze. Supply tissues and closed bins to dispose of them in.

o Provide contact details or a health hotline number that participants can call for advice or

to give information.

• Display dispensers of alcohol-based hand rub prominently around the venue.

• If there is space, arrange seats so that participants are at least one meter apart.

5

• Open windows and doors whenever possible to make sure the venue is well ventilated.

• If anyone who starts to feel unwell, follow your preparedness plan or call your hotline.

o Depending on the situation in your area, or recent travel of the participant, place the

person in the isolation room. Offer the person a mask so they can get home safely, if

appropriate, or to a designated assessment facility.

• Thank all participants for their cooperation with the provisions in place.

AFTER the meeting

1. Retain the names and contact details of all participants for at least one month. This will help public

health authorities trace people who may have been exposed to COVID-19 if one or more

participants become ill shortly after the event.

2. If someone at the meeting or event was isolated as a suspected COVID-19 case, the organizer

should let all participants know this. They should be advised to monitor themselves for symptoms

for 14 days and take their temperature twice a day.

3. If they develop even a mild cough or low-grade fever (i.e. a temperature of 37.3 C or more) they

should stay at home and self-isolate. This means avoiding close contact (1 meter or nearer) with

other people, including family members. They should also telephone their healthcare provider or

the local public health department, giving them details of their recent travel and symptoms.

4. Thank all the participants for their cooperation with the provisions in place.

6

3. Things to consider when you and your employees travel

• Before traveling

o Make sure your organization and its employees have the latest information on areas

where COVID-19 is spreading. You can find this at

https://www.who.int/emergencies/diseases/novel-coronavirus-2019/situation-reports/

o Based on the latest information, your organization should assess the benefits and risks

related to upcoming travel plans.

o Avoid sending employees who may be at higher risk of serious illness (e.g. older

employees and those with medical conditions such as diabetes, heart and lung disease)

to areas where COVID-19 is spreading.

o Make sure all persons travelling to locations reporting COVID-19 are briefed by a qualified

professional (e.g. staff health services, health care provider or local public health partner)

o Consider issuing employees who are about to travel with small bottles (under 100 CL) of

alcohol-based hand rub. This can facilitate regular hand-washing.

• While traveling:

o Encourage employees to wash their hands regularly and stay at least one meter away

from people who are coughing or sneezing

o Ensure employees know what to do and who to contact if they feel ill while traveling.

o Ensure that your employees comply with instructions from local authorities where they

are traveling. If, for example, they are told by local authorities not to go somewhere they

should comply with this. Your employees should comply with any local restrictions on

travel, movement or large gatherings.

• When you or your employees return from traveling:

o Employees who have returned from an area where COVID-19 is spreading should monitor

themselves for symptoms for 14 days and take their temperature twice a day.

o If they develop even a mild cough or low grade fever (i.e. a temperature of 37.3 C or more)

they should stay at home and self-isolate. This means avoiding close contact (one meter

or nearer) with other people, including family members. They should also telephone their

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healthcare provider or the local public health department, giving them details of their

recent travel and symptoms.

4. Getting your workplace ready in case COVID-19 arrives in your community

• Develop a plan of what to do if someone becomes ill with suspected COVID-19 at one of your

workplaces

o The plan should cover putting the ill person in a room or area where they are isolated

from others in the workplace, limiting the number of people who have contact with the

sick person and contacting the local health authorities.

o Consider how to identify persons who may be at risk, and support them, without inviting

stigma and discrimination into your workplace. This could include persons who have

recently travelled to an area reporting cases, or other personnel who have conditions that

put them at higher risk of serious illness (e.g. diabetes, heart and lung disease, older age).

o Tell your local public health authority you are developing the plan and seek their input.

• Promote regular teleworking across your organization. If there is an outbreak of COVID-19 in your

community the health authorities may advise people to avoid public transport and crowded

places. Teleworking will help your business keep operating while your employees stay safe.

• Develop a contingency and business continuity plan for an outbreak in the communities where

your business operates

o The plan will help prepare your organization for the possibility of an outbreak of COVID-

19 in its workplaces or community. It may also be valid for other health emergencies

o The plan should address how to keep your business running even if a significant number

of employees, contractors and suppliers cannot come to your place of business - either

due to local restrictions on travel or because they are ill.

o Communicate to your employees and contractors about the plan and make sure they are

aware of what they need to do – or not do – under the plan. Emphasize key points such

as the importance of staying away from work even if they have only mild symptoms or

have had to take simple medications (e.g. paracetamol, ibuprofen) which may mask the

symptoms

o Be sure your plan addresses the mental health and social consequences of a case of

COVID-19 in the workplace or in the community and offer information and support.

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o For small and medium-sized businesses without in-house staff health and welfare

support, develop partnerships and plans with your local health and social service

providers in advance of any emergency.

o Your local or national public health authority may be able to offer support and guidance

in developing your plan.

Remember:

Now is the time to prepare for COVID-19. Simple precautions and planning can make a big difference.

Action now will help protect your employees and your business.

How to stay informed:

Find the latest information from WHO on where COVID-19 is spreading:

https://www.who.int/emergencies/diseases/novel-coronavirus-2019/situation-reports/

Advice and guidance from WHO on COVID-19

https://www.who.int/emergencies/diseases/novel-coronavirus-2019

https://www.epi-win.com/

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C V DI

CS 314937-A 02/21/2020

For more information: www.cdc.gov/COVID19

What you need to know about coronavirus disease 2019 (COVID-19)

What is coronavirus disease 2019 (COVID-19)? Coronavirus disease 2019 (COVID-19) is a respiratory illness that can spread from person to person. The virus that causes COVID-19 is a novel coronavirus that was first identified during an investigation into an outbreak in Wuhan, China.

Can people in the U.S. get COVID-19? COVID-19 is spreading from person to person in China, and limited spread among close contacts has been detected in some countries outside China, including the United States. At this time, however, this virus is NOT currently spreading in communities in the United States. Right now, the greatest risk of infection is for people in China or people who have traveled to China. Risk of infection is dependent on exposure. Close contacts of people who are infected are at greater risk of exposure, for example health care workers and close contacts of people who are infected with the virus that causes COVID-19. CDC continues to closely monitor the situation.

Have there been cases of COVID-19 in the U.S.? Yes. The first case of COVID-19 in the United States was reported on January 21, 2020. The current count of cases of COVID-19 in the United States is available on CDC’s webpage at https://www.cdc.gov/coronavirus/2019-ncov/cases-in-us.html.

How does COVID-19 spread? The virus that causes COVID-19 probably emerged from an animal source, but now it seems to be spreading from person to person. It’s important to note that person-to-person spread can happen on a continuum. Some diseases are highly contagious (like measles), while other diseases are less so. At this time, it’s unclear how easily or sustainably the virus that causes COVID-19 is spreading between people. Learn what is known about the spread of newly emerged coronaviruses at https://www.cdc.gov/coronavirus/2019-ncov/about/transmission.html.

What are the symptoms of COVID-19?Patients with COVID-19 have had mild to severe respiratory illness with symptoms of• fever• cough• shortness of breath

What are severe complications from this virus? Many patients have pneumonia in both lungs.

How can I help protect myself? The best way to prevent infection is to avoid being exposed to the virus that causes COVID-19.

There are simple everyday preventive actions to help prevent the spread of respiratory viruses. These include• Avoid close contact with people who are sick.• Avoid touching your eyes, nose, and mouth with

unwashed hands. • Wash your hands often with soap and water for at least 20

seconds. Use an alcohol-based hand sanitizer that contains at least 60% alcohol if soap and water are not available.

If you are sick, to keep from spreading respiratory illness to others, you should• Stay home when you are sick. • Cover your cough or sneeze with a tissue, then throw the

tissue in the trash. • Clean and disinfect frequently touched objects

and surfaces.

What should I do if I recently traveled to China and got sick? If you were in China within the past 14 days and feel sick with fever, cough, or difficulty breathing, you should seek medical care. Call the office of your health care provider before you go, and tell them about your travel and your symptoms. They will give you instructions on how to get care without exposing other people to your illness. While sick, avoid contact with people, don’t go out and delay any travel to reduce the possibility of spreading illness to others.

Is there a vaccine? There is currently no vaccine to protect against COVID-19. The best way to prevent infection is to avoid being exposed to the virus that causes COVID-19.

Is there a treatment? There is no specific antiviral treatment for COVID-19. People with COVID-19 can seek medical care to help relieve symptoms.